Harbor Light Corps and Community Center 825 N. Christiana Ave. Chicago, IL 60651

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1 Harbor Light Corps and Community Center 825 N. Christiana Ave. Chicago, IL Event Date / / Type Contract # Room # RENTAL AGREEMENT EVENTS & MEETINGS CONTACT INFORMATION Organization Address Contact s Name Cell Phone Alternate Contact Cell Phone Billing Address Type of Business Tax Exempt? No / Yes, Exempt # Certificate of Insurance: Yes No EVENT INFORMATION Type of Event # of people expected # of adults (18 and over) # of children under 17 Room # Event(s) Date SMTWTFS Time AM/PM to AM/PM Date SMTWTFS Time AM/PM to AM/PM Date SMTWTFS Time AM/PM to AM/PM Date SMTWTFS Time AM/PM to AM/PM Assess to the room will be allowed 30 minutes prior to the event for set up and 30 minutes after the event for clean up without additional charges. Received 1

2 Additional Information Will admission be charged? Yes No Will merchandise be sold? Yes No Explain: Will banners or any items be displayed? No Yes For the safety and protection of people and the building please note: NO TACKING, TAPING OR ATTACHING TO WALLS, WINDOWS, MONITORS, HOOPS, DOORS, OR CEILING. NO OPEN FLAME: This includes sterno, and candles. NO HELIUM FILLED BALLOONS (Air filled are allowed) Room Set UP How many tables would you like? 8 foot tables. How many chairs? chairs. Add $ Additional Needs: Diagram of the room Set Up: (Note doors in diagrams) Received 2

3 VENUE & RENTAL PRICING ROOM RATE Mon Thurs First Hour/ Addi onal hours RATE Fri, Sat., Sun First Hour/ Addi onal Hours SQ FEET CAP TABLES CHAIRS Parking Passes Classroom #20 $75/hr / $60 addi onal hrs $100/hr / $75 addi onal hrs Classroom #19 $75/hr / $60 addi onal hrs $100/hr / $75 addi onal hrs Classroom #17 A/B $125/hr / $100 addi onal hrs $150/hr / $125 addi onal hrs Gymnasium $250/hr / $200 addi onal hrs $300/hr / $250 addi onal hrs 7, Kitchen $75/hr / $60 addi onal hrs $90/hr / $70 addi onal hrs Chapel $350/hr / $300 addi onal hrs $500/hr / $425 addi onal hrs 7, Parking is limited at this facility. Each rental comes with a specific number of parking passes for the front parking lot. The renter must provide their guests with passes to assure cars are not towed. Only cars with these passes may park in the lot. There is no parking for buses. Any other cars in the lot may be towed at the owners expense. There is street parking on Spaulding Street, N. Chris ana Avenue and Chicago Avenue. Addi onal Services Security Officers are required for groups over 75 people. A ra o of 1 guard per every 75 persons must be maintained. Security is charged at $25/hr with a 4 hour minimum. Addi onal tables and chairs may be rented at a cost of $10/table and $10/ 8 chairs Audio/ Visual Ameni es Portable Sound System $30 Easel $10 (Paper/markers not included) Monitor/TV $35 Chapel or Gymnasium projector, screen, and/or sound system $50* (gymnasium has poor acous cs) AV Technician $35/hr *required when using our AV equipment for the full me equipment is in use. Only our AV staff use the equipment. There is a two hour minimum. WiFi $20/per user (Instruments are not available for rental in the Chapel, and may not be used.) Received 3

4 Kitchen Rental The kitchen rental includes use of the sink, counter tops, stove, and microwave. It does not include the refrigerator, cooking pans or utensils, supplies or cupboards. The kitchen has the only access to the serving window in the gymnasium. There is no access to the kitchen without rental. Only one group may rent the kitchen at a time. The access to and from the kitchen is from the front hallway, not the maintenance corridor. The stove has an inductive top and aluminum pans cannot be used. There is no access to the maintenance corridor for any rental room. Renters must keep guests out of this corridor at all mes. If a security officer is required to maintain the corridor free from guests, the renter will be charged for the officer. Damage Deposit Rentals require a damage deposit based on the size of the room. The damage deposit must be paid with the final payment, seven days before the event. The deposit will be returned within 7 days after the event when there is no damage. All damages will be deducted and additional damage will be billed if necessary. The person signing the contract is liable for damage caused by their guests. Damage/cleaning deposits are: $200/kitchen, $100/classroom, $200/gymnasium, $250/Chapel. This will be returned within one week after the event providing the room was left clean and undamaged. Rooms requiring janitorial services will be billed at $25/hour. Damage will be billed at the cost of repair. It is expected that rooms will be left clean. Those requiring janitorial services will be billed at $25/hr. Trash must be in a trash bag (provided) and left at the doorway. Tables and chairs are left clean Floors are picked up and spills are cleaned up All decorations and food are removed All items not belonging to The Salvation Army are removed. All items belonging to The Salvation Army are in the same condition and place as found. Received 4

5 GENERAL GUIDELINES AUDIO VISUAL NEEDS ALCOHOL & TOBACCO & DRUGS The Harbor Light Center is a drug, alcohol and tobacco free facility and campus. Guests should be informed prior to arrival. This includes medical Marijuana and electronic smoking. Harbor Light reserves the right to examine any containers or bags to look for these items. FOOD & BEVERAGES Food and beverages are not permitted in the Chapel. Food and beverages must remain in the rented area and may not be carried in and out of the facility by guests. The renter is solely responsible for the quality and safety of the food and beverages they provide. Harbor Light does not provide for food storage, ice, coolers, warmers, or any other food storage equipment. DELIVERIES Please have all vendors call the Harbor Light Center Sales Office to schedule their delivery and pick up times and confirm delivery location. No deliveries will be accepted earlier than two (2) hours prior to the reservation time unless special arrangements have been approved by the Event Sales Office. All items are to be removed from the function space immediately after the event. Deliveries and pickups by the Renter, the Renter s guests or vendors shall be conducted in a manner that does not interfere with the other activities. The Center does not accept responsibility for receiving or removing the property of the Renter, or the Renter's guests and will not provide any services in connection with deliveries and pickups. The use of any audio visual/technical equipment owned by the Harbor Light Center must be operated by a staff AV technician. Testing of the audio/visual technical equipment by the renter with the AV Technician is recommended and must be set up previous to the event with the Event Coordinator. Any slide show/presentation utilizing the Center s audio/ visual technical equipment should be delivered and tested prior to the occasion with our equipment. The Harbor Light is not responsible for the incompatibility of any presentation to our equipment. Only music suitable for a public facility will be allowed and its volume is subject to approval by the Harbor Light Center. Loud music will not be allowed. Audio/visual technical professionals are available for an additional fee per hour. Wi FI is available at an additional charge. DECORATIONS Decorations must be free-standing. No open flames are allowed. No helium balloons, confetti or glitter allowed. Decorations may not be taped, pinned, thumbtacked or in any way adhered to the walls, ceilings, floors, or furnishings. The Harbor Light Center does not allow the placement of signs, placards or postcards around the facility promoting events held on the premises. Special permission must be granted by the Community Center Director for any signage outside the rental room. FEES & PAYMENTS The balance of your event must be paid in full a minimum of seven (7) days prior to your event. Guaranteed guest count, final room set up, Audio Visual/ Technical and itinerary must be confirmed ten {10) business days prior to the event. This will be the minimum number for which you will be charged. No reduction in the guaranteed numbers will be accepted after this date. Any changes are subject to additional charges. All final changes to your contract/reservation must be submitted 72 hours prior to your event. Changes after this time cannot be guaranteed. A specific number of tables and chairs as well as the set up and tear down are included with your room rental. Additional audio visual equipment and amenities are available; please call the Event Sales Office with your requests. Additional charges may be applicable for additional set-up time or power requirements. Any group wishing to claim tax-exempt status must provide a hard copy of their tax-exempt letter (Federal IRS 501c3) upon confirming the reservation. Non- profit organizations utilizing the Center for a discounted rate may not use the facility for personal, private or commercial gain. Only Cashier s Checks and Money Orders are accepted for payments. LIABILITY AND DAMAGE Renter is liable for theft and damage to the Harbor Light Center premises, equipment and property as a result of the event provided under this contract. The Renter is responsible for the proper conduct of its guests. The Harbor Light Center requires a security officer for every 75 people at a cost of $25/hr with a 4 hour minimum, All cost is the responsibility of the Renter. The Renter will not hold the Harbor Light Center or any of its employees responsible for the failure to execute an event due to occurrences beyond their control, such as, but not limited to, acts of God, public emergencies or threats to the community. The Renter will be required to sign a Ho!d Harmless Agreement (included) in which the renter or renter s organization assumes the risk of injury to all persons who are on Harbor Light Center property as part of that group, and for injury or property damage sustained by others that results from the group's use of the premises. T he Salvation Army Harbor Light Center reserves the right to exclude or terminate any group or individual deemed to in violation of the guidelines or be inimical to, or is at risk to the Harbor Light Center, its property, interests and mission. Organizations not a part of The Salvation Army or one of its programs, and participating in a risk activity on an exclusive basis must provide a Certificate of Insurance as evidence of general liability insurance with at least the following limits: $2,000,000 Combined Single Limit for Bodily Injury & Property Damage. Received 5

Events may require insurance, security, equipment and staff charges-please check with our events staff. Please schedule an appointment to meet, view the spaces and review rental application/ contract.

We require at least 10 business days to prepare for your event (we request additional time for larger events such as multi-room rentals and concerts).

6 Events may require insurance, security, equipment and staff charges-please check with our events staff. Please schedule an appointment to meet, view the spaces and review rental application/ contract. We require a 50% down payment to confirm and reserve the space. Cancelled events will forfeit deposit according to the attached schedule, based on days notice. We require at least 10 business days to prepare for your event (we request additional time for larger events such as multi-room rentals and concerts). Please note that the date will not be guaranteed until the rental application is returned and 50% down payment ls secured. Prices are subject to change without notice. Be sure to read and sign the Event Guidelines before signing the rental application. If you have any questions, please do not hesitate to contact our event staff. We look forward to hosting your event CANCELLATION POLICY Prior to 90 days, full refund. Prior to 30 days, 50% refund. All sales and bookings are final if cancellation is within 30 days There are no verbal promises or obliga ons in this contract. All obliga ons must be wri en into the Rental Agreement. Parking is limited. Each rental comes with a specific number of parking passes as listed in the table on page 3. It is the responsibility of the renter to distribute the parking passes to their guests as they wish. It is also the responsibility of the renter to inform guests that without a pass, vehicles parked in the parking lot may be towed. There are signs in the parking lot as well, however, guest should be warned towing is at their guest s expense. Additional parking is available on Spaulding Street, Chicago Avenue, and Christiana Avenue. We must be able to accommodate emergency vehicles in the lot at all times such as firetrucks, ambulances, and police vehicles. We cannot allow the lot to be overfilled. The community center shares the lot with two other agencies who also need spaces. Received 6

7 HOLD HARMLESS Ii INDEMNIFICATION AGREEMENT In consideration of the privilege of using The Salvation Army Harbor Light Corps and Community Center, (Name of Organization) We agree to assume the risk for any injuries, including death, that may be sustained by members of our organization or any person invited as part of our group in connection with the use of said premises. Further, we agree to indemnify, hold harmless, assume liability for and defend The Salvation Army, its trustees, officers, members and agents from all costs and expenses including, but not limited to, attorney's fees, reasonable investigative and discovery costs, court costs and any other sums which The Salvation Army, its trustees, officers, members and agents may pay or become obligated to pay for injury, including death, to persons or damage to property resulting from our use of said premises or from our actions or omissions and arising from any cause, including vehicles, except for matters caused by the negligence or willful misconduct of The Salvation Army or its trustees, officers, members and agents while acting within the scope of duties of such relationship to The Salvation Army. I hereby certify that 1 have the authority to sign this agreement for the organization identified above. CLIENT SIGNATURE DATE I have read the above event guidelines and agree to its terms and conditions, as well as any other contract addendum which I may sign. CLIENT SIGNATURE DATE MANAGER INITIALS. DATE May we take pictures and use pictures for promotional purposes on our website, brochures, newsletters, etc.? Yes No lf yes, then you assume responsibility for informing your guests that you are representing the group and all guests have approved the release. Initial Received 7

8 Invoice The Salva on Army Harbor Light Center 825 N. Chris ana Avenue, Chicago, Il (312) Events Office Organization Contract # Contact Name Date of Event Timeline: Initial Deposit / // (Holds Reservation) 50% of total rental $ Damage Deposit / / $ Remainder of Rental / / Total Amount Due Itemization: Room First Hour Addi onal Hours # of Hours Total Additional Costs Security Officers # of officers x # of hours x $25/hr Tables # of tables x $10 Chairs # of Chairs x $10 Portable Sound TV/Monitor Projector/Screen/Sound System Wi-Fi # of users x $20 Easel # of easels x $10 AV Tech # of hours x $35 Other Damage Deposit (to be returned if no damage) First room $ + $50 per additional rooms Total Additional Costs $ $ $ $ Received 8

SPECIAL EVENTS & MEETINGS. BUSINESS TYPE EXEMPT? YES NO (Please attach tax exempt letter)

SPECIAL EVENTS & MEETINGS. BUSINESS TYPE EXEMPT? YES NO (Please attach tax exempt letter) / / EVENT APPROVAL RENTAL AGREEMENT SPECIAL EVENTS & MEETINGS CONTACT INFORMATION MEMBER? YES NO MEM ID: ORGANIZATION NAME: CONTACT NAME: ALTERNATE CONTACT NAME: BILLING ADDRESS (City,State,Zip): EMAIL: